Openings at NairoBits Trust

Role Summary:

Roles and Responsibilities

Finance and Accounting

1. General accounting tasks, including reconciling and maintaining balance sheet accounts and general ledger operations, preparing journal entries, preparing monthly closing and financial reports, preparing account/bank reconciliations;
2. Perform finance analysis, reporting and management tasks;
3. Oversee the validation of transactions and verification of their overall impact on the general accounts;
4. Outline to colleagues and validate the accounting systems and tools;
5. Review financial paperwork and procedures, provide recommendations and make necessary changes;
6. Ensure all expenses are within assigned project budget and verify the completeness of all required supporting documentation for all payments vouchers;
7. Prepare payments, bank transfers and do the bank transactions;
8. Produce periodic financial reports and other financial documents for the management of the NairoBits in accordance with the prevailing policies and procedures;
9. Ensure timely and accurate monthly and year end closure of accounts, including bank reconciliation, and submit reports to the FAM and Executive Director as per prescribed deadlines;
10. Ensure account receivables and payables activities are performed accurately and timely;
11. Settle amounts due, or recover outstanding receivables;
12. Identify and resolve invoicing issues, accounting discrepancies and other financial related issues;
13. Prepare and coordinate financial audit;
14. Ensure timely and effective follow up to audit observations and recommendations;
15. Other duties include: Bank Reconciliation and cash flow projection, preparing Supplier payment runs, payroll processing & statutory compliance, account receivable management and asset management.
16. Update the Executive Director on financial status of the organization.

Grant Management

1. Assist the Program Team in reviewing budget proposals of grantees and sub-contractors

Administrative

1. Ensure proper and complete documentation and filing for easy retrieval of all accounting related documents;
2. Identify and provide feedback and suggestions to management related to improvements to NairoBits’ policies, procedures, processes and financial systems and related programs;
3. Perform other duties as assigned by the Executive Director and the Direct Supervisor.

Key Competences:

• Hand‐on use of a variety of accounting software Quick books.
• Experience in Management of donor funding projects.
• Willing to spend long, highly interactive hours on detailed work that demands accuracy
• Proven ability to produce results within tight deadlines in a very busy environment
• Strong ability to work independently, including the ability to multitask, prioritize competing tasks, and manage time effectively.
• High integrity, ethics and a good team player with excellent communication and interpersonal skills
• Proficient in ICT systems and MS Office. Knowledge of computerized accounting is added advantage

Academic and Professional Qualifications:

• A Bachelor’s degree in Commerce or Accounting or Business Administration or equivalent.
• CPA/ACCA II Qualification

Relevant Experience:

• At least 5 years of experience in a similar position in the NGO sector.
• Strong analytical and reporting skills.
• Familiarity with Kenyan tax regime shall be an added advantage.
• Proficiency in Microsoft Excel

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SCOPE OF WORK

The scope of work will need to include the following outputs:

The MEAL system

• Review of the existing M&E Framework and development of a new one**.** With input from the NairoBits team, this should work to establish existing operations and each program and training individual outputs.
• The development of data collection tools and activities that account for various reporting levels: Output, Outcome and impact, as well as the use of progressive tools such as outcome harvesting. This should be participatory, involving relevant staff to improve inhouse capacity.
• Recommendation and implementation of a centralized database for relevant data and findings to be stored. NairoBits need useful, relevant, and internally operated systems. This will work to ensure the easy dissemination of relevant facts and figures across the organization and to various stakeholders and partners.

Capacity building of staff

• Support in the general understanding of the basic and essential principles of MEAL; Targeting staff at different levels, provide basic skills and knowledge in the use of various necessary tools for data collection and reporting
• It is of the utmost importance that the developed framework, tools, and study are understood, utilized, and kept up to date when handed over to NairoBits. This exercise will need to ensure the sustainability in the practice of NairoBits overarching M&E with clarity on how to maintain best-practice and who is responsible.
• Activities in the capacity building should work to cultivate nodes of support among staff in order to build an organizational culture that values M&E.

SPECIFIC INPUTS BY NAIROBITS

Each deliverable will need to be cross-checked and approved by NairoBits Executive Director. This should occur in succession to ensure each deliverable is understood and suitable. Workshops involving the consultant and relevant staff members at the completion of each stage will ensure that all of NairoBits relevant outputs are addressed.

CRITERIA FOR CONSULTANT

• Must have minimum 5 years experience working with organizations on the development of M&E frameworks, guidelines, and training
• Must have experience working in the non-profit sector
• Must understand the basics of the ICT space
• Desirable if they have experience working within Kenya or more broadly East Africa
• Must be fluent in English and in Swahili